Executive Administrative Assistant to VP of Clinical Affairs

Job Locations US-OK-Oklahoma City


Founded in 1946, the Oklahoma Medical Research Foundation (OMRF) is among the nation’s oldest, most respected independent, nonprofit biomedical research institutes. OMRF is dedicated to understanding and developing more effective treatments for human diseases, focusing on critical research areas such as Alzheimer’s disease, cancer, lupus, Multiple Sclerosis, and cardiovascular disease. OMRF follows an innovative cross-disciplinary approach to medical research and ranks among the nation’s leaders in patents per scientist.


Located in Oklahoma City, a city that offers a dynamic and flourishing downtown area, with low cost of living, short commute times and a diversified economy, OMRF has been voted one of the Top Workplaces since the inception of the award. This achievement has been accomplished thanks to OMRF individuals who share a unified understanding that our excellence can only be fully realized with a commitment to diversity, equity, and inclusion. Successful candidates will demonstrate commitment to these values.


We offer competitive salaries and comprehensive benefits including, medical, dental, and vision insurance, minimum 8% company retirement contribution, vacation and sick leave, paid holidays, onsite café, free onsite fitness center with access to personal trainer, free parking and much more! Relocation assistance available for those located 50 miles outside of Oklahoma City metro and out of state. Learn more about our benefits here.

OMRF is an Equal Opportunity/Affirmative Action/Veterans Employer. All qualified applicants will receive consideration for employment without regard to gender, sexual orientation, gender identity, race, color, national origin, age, religion, disability, veteran status, or any other legally protected characteristic.


Provide assistance and organization to VP, multiple Principal Investigators (PIs) and staff. Maintain a professional office environment at all times. Manage all calendars, scheduling meetings, sending reminders, and arranging zoom meetings or teleconferencing. Answer multiple phone lines, take messages, and convey them to VP and PIs as necessary. Collect leave requests and timesheets monthly for over 160 employees to check for accuracy, supervisor signatures, etc., for submission to Payroll. Maintain files. Monitor and notify staff, PIs and VP of various deadlines well in advance of due date, especially for membership renewal, abstract, and meeting deadlines. Manage all travel arrangements and reimbursements then coordinate with accounting as needed. Assist organizing PI offices. Assist purchasing office equipment and supplies. Update and organize CVs. Assist with organizing bibliographies and paper collections. Maintain instructions for journal and grant submissions. Assist with letters of support for grants, promotions, applications, etc. Assist with copy editing, graphic preparation, on-line submissions and review that publication or grant submissions meet the requirements of specific journals or granting agencies. Assist with IRB applications and other regulatory documents, as needed. Assist with credentialing for medical organizations, insurance, licensure, and board certification. Organize and maintain records of grant effort distribution. Be able to multi-task and prioritize tasks, while maintaining a positive work orientation.

Minimum Qualifications

High school diploma, GED, or equivalent plus a minimum of 6 years of previous high level administrative experience or equivalent education and experience.


Candidate must show strong initiative, be able to prioritize, display high attention to detail, and be extremely flexible/adaptable. Must be organized, deadline driven, efficient and able to produce high quality work while handling multiple tasks simultaneously. Have excellent oral and written communication skills as well as excellent computer skills. Must be an excellent proofreader. Familiarity with Adobe Professional, Outlook, Windows, Microsoft Office, Word, PowerPoint and Excel are a must. Ability to work independently as well as collaboratively with a diverse group of people, personalities, and cultures.

Preferred Qualifications

College degree and/or previous experience as an administrative support in a biomedical research setting preferred but not required. Previous experience in assembling, submitting, managing, and monitoring budgets very helpful. Experience in generating or modifying graphics and using databases also preferred. Experience dealing with patient calls, referrals and prior authorizations or project management experience helpful.

Work Hours

Typically, Monday through Friday, 8:30am-5:00pm. Hours may vary depending on workload and need for office coverage.


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